Integrating a DMS alongside Your Rental Software

In today’s fast-paced and heavily regulated Hire industry, efficiency and accuracy are critical. If you run a plant hire, tool hire, or modular building hire business, you’re constantly managing large volumes of paperwork from rental agreements and delivery notes to purchase orders, invoices, and proof of delivery.

Streamlining Accounts Payable and Document Processes In The Hire Industry

Integrating a Document Management System (DMS) with existing rental software is transforming Plant Hire operations across the UK.

At DocTech, we help Equipment rental businesses automate and control their document and data workflows. By connecting a DMS (such as DocuWare) to your rental platform, you can eliminate manual processes, reduce costs, and ensure every document and transaction is instantly accessible, traceable, and secure.

This is such a specialism of ours, that we are, again, attending the Executive Hire Show in Coventry on 11-12 February. You can register your free attendance here and you'll find us on stand J15.  

Why Integrate a DMS with Your Rental Software?

Many hire businesses already utilise sophisticated rental management systems to handle bookings, contracts, and asset tracking. But those systems don’t always manage the supporting documents that flow through the finance, hire desk, and logistics teams.

Integrating a DMS alongside your rental software creates a unified workflow for documents, data, and approvals, allowing your teams to:

• Digitally capture invoices, hire documents, and delivery tickets at source

• Automate accounts payable: from invoice matching to approval routing

• Access all supporting documents directly from within your rental system

• Maintain audit trails for compliance and internal control

• Reduce manual data entry and duplicate filing

This integration ensures your rental, finance, and operations teams are always working from a single source of truth with accurate data and complete visibility.

→ READ MORE: Hear from Clients such as CW Plant Hire and Wernick: Integrating Document Management Software alongside their rental software.

Automating Accounts Payable for Plant and Modular Hire Businesses

Accounts Payable (AP) can be one of the most time-consuming processes for hire companies. Managing hundreds of supplier invoices every month, often tied to specific hires or delivery notes, can create bottlenecks if handled manually.

By linking your DMS with your hire management or rental ERP system, you can:

• Automatically match invoices to purchase orders or hire contracts
• Route approvals electronically to the right person, wherever they are
• Enable faster processing for early-payment discounts
• Store invoices and associated hire documents together for instant retrieval
• Improve accuracy and transparency across finance and operations

For example, when a supplier invoice is scanned or emailed into the system, the data capture element of DMS can automatically index it using data from your rental platform such as job number, customer name, or site reference and route it for approval. Once approved, it’s automatically stored and linked to the correct record in your rental software.

This creates a seamless, fully automated accounts payable workflow tailored to the needs of plant and modular hire businesses.

A Proven Approach: Wernick Group and Digital Transformation

Our work with Wernick Group, one of the UK’s leading modular and hire companies, shows just how powerful document management integration can be.

Wernick transformed their back-office efficiency by replacing paper processes with a digital DMS.

As a result, they now have:

• Centralised access to all hire and invoice documents
• Faster, more accurate approval workflows
• Stronger compliance and audit readiness
• Reduced storage and administrative overheads

It’s a real-world example of how digital document control supports sustainable business growth in the hire sector.

Key Benefits of DMS Integration for the Hire Industry

Whether you use a bespoke rental platform or one of the major industry systems, integrating a DMS brings measurable gains:

• Time Savings: Automated document handling removes repetitive admin
• Improved Data Visibility: Connect hire, finance, and compliance data in one view
• Error Reduction: Automatic indexing reduces manual keying and duplication
• Faster AP Cycles: Speed up invoice processing and supplier payments
• Scalable Solution: Grow your hire business without increasing back-office workload

Unlocking the Value of Your Rental Data

Your rental software already captures a wealth of valuable information from customer details to hire history. When integrated with a DMS, that data becomes even more powerful.

Every invoice, contract, and delivery note is digitally linked to the relevant hire record, giving teams complete context at a glance. No more chasing paperwork or digging through filing cabinets just fast, secure access to the documents you need.

Ready to Automate Your Accounts Payable and Document Workflows?

Integrating a DMS alongside your rental software is a smart step towards a paperless, automated future.

DocTech has more than 40 years of experience helping businesses to optimise their data and document management. Our solutions integrate seamlessly with leading rental systems to streamline invoice approval, enhance visibility, and reduce admin time.

Find out how we can help your plant or modular hire business work smarter with automated accounts payable and general digital document management.